The Import metadata tool allows for automated importing of document metadata from a load file.
By default a document on Opus 2 will have a file name and several system generated fields such as; an Opus ID, Date Created etc. Additional metadata such as; Description, Date and a unique Document ID can also be added to each document. This metadata can be added manually, following the process outlined Here, or it can be added automatically in bulk, outlined below. If you require assistance importing metadata, please contact your support team.
Metadata is a set of data that describes and gives information about other data. For example, an email will have certain objective information assigned to it such as; date, time, subject, sender and recipient - this is all classed as metadata.
A load file is a document used to import metadata into the Opus 2 platform. A load file should be in Excel (.xls/.xlsx) or CSV format (.csv), and should include a header row outlining the metadata fields and an individual row of metadata for each document uploaded.
A load file is essentially a word index in Excel or CSV format that contains all of the important information that you want to assign. It can be generated from E-Discovery platforms or generated manually.
It is important that one column can be used to match the load file with the documents on the platform - this is commonly the file name column. Please ensure the file extension (for example .pdf) is included in the file name column.
Navigate to Documents.
Click Manage and then Import metadata from the drop-down options, this will open a dialog box.
Drag and drop a single Excel or CSV load file into the dialog box. The dialog box will update once the load file has been added..
You can also click Browse for files to explore your local computer, network or external media. Once you have found the load file you are interested in, click Open.
Proceed to update the settings as follows:
First row content - this setting should remain as Column headings.
Match on - change this field to File name in the drop-down. This is the column in the load file that you are using to match to the document on the platform.
If the load file was downloaded from the platform you can also match using the Opus ID. To download a load file from the platform, select the relevant documents and go to Actions, Export and click Metadata as spreadsheet (xlsx).
Match all - use this option to match across all documents in the Project.
If you are importing metadata to a small number of documents, or if there is the possibility of duplicate filenames, then you need to change this option to Match only filtered. At step 1 above you would be required to select the documents (so they are ticked) that you would like to import the metadata to.
If required, use the available drops-downs to match the column headings to the appropriate metadata setup on the Project.
If the load file column headers match the Project metadata fields exactly everything will match automatically. Once the load file and metadata fields match, the number of files that will be updated is indicated on the top line of the import dialog window.
Click Import to complete the process.